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8b. Reimbursable Expense ProceduresUpdated 11/8/18PURPOSEU.S. Soybean Export Council (USSEC) has mandatory procedures in place to secure that all reimbursement claims are compliant with USSEC’s written policy. The procedures must be followed to speed up the processing time of each voucher/invoice and to ensure that payments are made in a timely manner. While the procedures do not cover every possible situation, it establishes parameters to make appropriate judgments about expenditures incurred on behalf of USSEC. USSEC FUNDING PARTNERSSoybean CheckoffUnited Soybean Board (USB)Quality State Soybean Board (QSSB)United States Department of Agriculture/Foreign Agricultural Service (USDA/FAS)Foreign Market Development Program (FMD)Market Access Program (MAP)Emerging Markets Program (EMP)Quality Samples Program (QSP)Agricultural Trade Promotion Program (ATP)Section 108 Foreign Currency ProgramGENERAL INFORMATIONAll claims and requests for reimbursement must include all documentation supporting such claims. The expense claims must be complete, accurate, and comply with our funding sources’ policies and regulations. Expenses must be submitted within 30 days after the completion of the travel or within 30 days after non-travel related expenses are incurred. The expense claim can be submitted electronically through…Concur, an online fast and accurate expense reporting software (preferred for travel-related expenses) Emailing a travel expense voucher to USSEC’s Accounts Payable Departmentap@ Emailing invoice for non-travel related expenses to USSEC’s Accounts Payable Departmentap@ Hard copies of the expense vouchers can be mailed to USSEC; however, this is the least preferred method.U.S. Soybean Export Council16305 Swingley Ridge Road, Suite 200Chesterfield, MO 63017Expense vouchers and/or invoices sent to USSEC’s Accounts Payable Department MUSTClearly identify the business purpose Be approved per the Delegation of Authority Matrix (DOA MATRIX)Identify the project number, expense code and/or type of expenseIdentify the contract number if applicable.Provide up-to-date vendor information.Individual Name or Company NameAddressBanking information, when wire transfer is necessaryW-9 or W-8 when appropriateThe payee on the check/wire must match the recorded vendorAll invoices must be translated into EnglishTRAVEL RELATED EXPENSESTravel and its resulting expenses have many documentation and process requirements to meet the regulations of our funding sources. Good judgment must be exercised; reimbursement will only be made for reasonable and compliant expenses. Requirements for All TravelTrip Approval – travel authorization form must be approved by the Project Manager and Project Director. An annual blanket travel authorization is in place for one-day travel within a 50 mile radius of the contractor’s home or employee’s office location for all program-related travel. A travel authorization template should be completed for all travel 50 miles or more. Contact Project Manager for template if necessary. Distribution of Post Notification when traveling to another country. A Post Notification is a travel notification sent to the visiting country’s attaché, FAS/Washington, and USSEC staff. Purpose of Post notificationsAllows for visiting country attaché, counselor or other embassy personnel to attend the event.Allows the attaché, counselor or other embassy personnel to coordinate or inform other cooperators of same-time visits.Safety – By following these procedures, if any travel safety risk arises, the U.S. Embassy is aware of the people that are visiting the country. Distribution List for Post NotificationsPost Notifications should be sent to the following people/mailboxes at least 14 days prior to travel. Attaché/Counselor in destination country (Link to Overseas Directory of names) FAS/WashingtonAnthony Jones, Marketing Specialist: anthony.jones2@ USSEC Regional Director where travel will take placeGeneral Post Notice Box: postnotice@? Travelers All Travelers who will submit expense vouchersTrip Report/Mission Report with all expense vouchers. (Project-specific templates are available for all of USSEC’s projects – contact Project Manager for template if necessary.) Requirement of Trip ReportName(s) of Traveler(s)Purpose of travelItineraryNames and affiliation of contactsBrief summary of findings, conclusion, recommendations, or specific accomplishmentsRegions will distribute the trip reports as required by funding source. Expense Report must be submitted within 30 days of the completion of the trip. Expense DocumentationElectronic receipts are acceptable with the submission of the expense voucher; however, it is REQUIRED that the traveler retain the original receipts for three years for all reimbursed expenses in the event there is an audit. All telephone and internet receipts regardless of costs require a receipt.Detailed billing statements should be provided for cell phone expenses.All Hosted Meals regardless of costs require a receiptAll Hotel Mini-Bar expenses require an itemized receipt Alcoholic beverages that are not accompanied with a meal will not be reimbursed. All Hotel Room Service expenses require an itemized receiptAlcoholic beverages that are not accompanied with a meal will not be reimbursed. All Laundry Expenses require an itemized receipt from vendor (number of garments is sufficient)All other Expenses greater than $24.99 require a receiptReceipts must include the date, location, and description. Any receipt in foreign language must be translated into English.Documented Exchange Rates for expenses incurred in currency other than USD.Credit card statement (preferred)Currency exchange receipt during websiteDocumented exchange rates are also required for expenses incurred in USD and reimbursed in another currency.Air TravelAll travelers must obtain a full-fare economy price comparison for the same day, same flight no matter what class airline ticket is actually purchased. If the traveler has any personal travel that changes the dates for travel, a cost comparison must be provided for the dates without the personal deviation. The lesser or the two costs will be reimbursed. All legs of the trip must be compliant with USSEC’s funding sources. Domestic airline tickets and intra-region travel (includes any travel inside your assigned region) must be purchased at least 14 days in advance of travel at the most economical fare available. International airline tickets and inter-region travel (includes any travel outside your assigned region) must be purchased at least 30 days in advance of travel and be within the regulations of the funding source.Any exception to this ticketing policy requires a justification memo approved per the DOA MATRIX prior to purchase of the ticket. USB - SpecificBusiness class is permitted for international flights in excess of 8 hours (origin to destination); up to 2 hours of layover period may be included in the calculation. If the air travel includes an overnight stay at a hotel, the calculation of the 8 hours starts over on the second day.The most economical coach rate available that coincides with the traveler’s program-related mission must be used. Use of a U.S. flagship carrier is preferred, but it is not required if there is a significant cost savings using a non-U.S. flagship carrier.Airline upgrades or preferred seat choices are generally a traveler’s choice; therefore, it is a personal expense. If there is need for the traveler to purchase a higher cost seat, prior approval per the DOA MATRIX must be granted.FMD - SpecificBusiness class is permitted for flights in excess of 14 hours (origin to destination); up to 4 hours of layover period may be included in the calculation AND you are required to work the day after arrival or sooner. If air travel includes an overnight stay at a hotel, the calculation of the 14 hours starts over the second day. Use of a U.S. flagship or European flagship carrier is required when traveler is either departing U.S. soil or returning to U.S. soil. Note – In some cases, airlines agree to a “Code-Share” for specific flights. An Operating Carrier will sell their seats to a Marketing Carrier. The Marketing Carrier will sell the seats to their passengers under their (Marketing Carrier) name. The airplane will have the Operating Carrier’s logo on it, but the airline ticket will have the Marketing Carrier’s flight number on it. As long as the Marketing Carrier is a U.S. flagship or European flagship carrier, the expense is compliant. The airline ticket that is compliant will have a U.S. carrier flight number or European carrier flight number such as UA1696 (United Airlines). Change fees are only reimbursable if the cost of the used airline ticket and the cost of the change fees are equal or less than full-fare economy.Cancellation fees are not reimbursable. Unused tickets are never reimbursable. Airline upgrades or preferred seat choices are generally a traveler’s choice; therefore, it is a personal expense. If there is need for the traveler to purchase a higher cost seat, prior approval per the DOA MATRIX must be granted.MAP - SpecificWith PRIOR APPROVAL from FAS, business class is permitted for flights in excess of 14 hours (origin to destination); up to 4 hours of layover period may be included in the calculation AND you are required to work the day after arrival or sooner. If air travel includes an overnight stay at a hotel, the calculation of the 14 hours starts over on the second day. Use of a U.S. flagship carrier or European flagship carrier is required when traveler is either departing U.S. soil or returning to U.S. soil. Change fees are only reimbursable if the cost of the used airline ticket and the cost of the change fees are equal or less than full-fare economy.Cancellation fees are not reimbursable. Unused tickets are never reimbursable.Airline upgrades or preferred seat choices are generally a traveler’s choice; therefore, it is a personal expense. If there is need for the traveler to purchase a higher cost seat, prior approval per the DOA MATRIX must be granted.EMP - SpecificThe cost of a business class airline ticket is not allowed.Use of a U.S. flagship carrier or European flagship carrier is required when traveler is either departing U.S. soil or returning to U.S. soil. Change fees are only reimbursable if the cost of the airline ticket and the cost of the change fees are equal or less than full-fare economy.Cancellation fees are not reimbursable. Unused tickets are never reimbursable. Airline upgrades or preferred seat choices are generally a traveler’s choice; therefore, it is a personal expense. If there is need for the traveler to purchase a higher cost seat, prior approval per the DOA MATRIX must be granted.Most airlines charge a fee for checked baggage. The cost for one checked bag is reimbursable. If excess baggage is required, prior approval should be requested. ATP - SpecificWith PRIOR APPROVAL from FAS, business class is permitted for flights in excess of 14 hours (origin to destination).Must notify the attaché/counselor in the destination country in advance of travel.An eligible traveler (i.e. foreign buyer, importer, media member) may be reimbursed for up to business class fare when the traveler’s origin and/or destination are outside the US and the scheduled flight time exceeds 5 hours.Use of a U.S. flagship carrier or European flagship carrier is required when traveler is either departing U.S. soil or returning to U.S. soil. Change fees are only reimbursable if the cost of the used airline ticket and the cost of the change fees are equal or less than full-fare economy.Cancellation fees are not reimbursable. Unused tickets are never reimbursable. Train Travel Travelers must use coach-class accommodations for all train travel. This is the basic class of accommodation offered by a rail carrier to passengers that includes a level of service available to all passengers regardless of the fare paid. Coach-class includes reserved coach accommodations as well as slumber-coach accommodations when overnight train travel is involved. LodgingNot Located in the U.S. Lodging expenses are subject to the per diem rate limits published by the U.S. Department of State. The rates include taxes and fees which are also reimbursable. Located in the U.S. Lodging expenses are subject to the per diem rate limits published by the General Services Administration (GSA). The rates DO NOT include taxes and fees. Exceeding the Lodging Per Diem Rate There may be occasions when the actual lodging expense is greater than the published per diem lodging rate. This can occur for many reasons: costs increases due to local special events, limited availability, the event is held in the hotel, exchange rate fluctuations, etc. These additional costs may be reimbursed, but the traveler must provide a justification in a memo format requesting approval per the DOA MATRIX prior to travel. No-Show lodging expenses are not reimbursable. MealsInclude itemized receipts for all meals over $24.99. All meal expenses, minibar expenses and room service expense reimbursement requests that are listed on a hotel portfolio MUST be accompanied by an itemized receipt regardless of the amount. USB - SpecificActual food and beverage expenses will be reimbursed up to a maximum of $120 (one hundred twenty dollars) per day, including tips. If meals were provided and paid for with checkoff funds or FAS funds, a prorated amount per day is available. The respective meal deduction must be taken. The recommended allocation of the daily meal limit is as follows:Breakfast and lunch should each account for one-quarter (1/4) of the daily limit.Dinner should account for one-half (1/2) of the daily limit.For instance, if USB provides breakfast and lunch one–half (1/2) of the $120 (one hundred twenty dollars) or $60 (sixty dollars) is available.FAS (FMD, MAP, EMP, ATP) – SpecificAlcoholic beverages are NOT eligible for reimbursement and are not considered a compliant expense when using FAS funding unless the expense incurred is in conjunction with an approved FAS Sales & Trade Relations Event (STRE). STRE Definition: Includes hosting of meals or a reception with the intent to bring together foreign industry/ trade representatives, government officials, and/or opinion leaders, with representatives of the United States. There must be more foreign decision makers present than U.S. representation or the event is not considered a STRE Event. Please note that a USSEC Staff Member should not be counted as a U.S. representative when determining whether or not there are more foreign decision makers present. Meals associated with travel are reimbursable when the traveler is away from home or their normal place of business in excess of 12 hours or overnight. The individual must be in “travel status”. Meals not involving an overnight stay or the individual is not more than 50 miles (one way) from their home or normal place of business will not be reimbursed. Actual food and non-alcoholic beverage expenses will be reimbursed up to a maximum per day allowed by the U.S. Department of State or the General Services Administration. The destination or actual lodging city determines the meal rate for each travel day. There is one exception - The final day of travel, the meal allowance is based on the final lodging city, not the traveler’s home city. If group meals are provided and paid for with checkoff funds or FAS funds, a prorated amount of the maximum amount per day is available. Deduct the applicable allowance for the meal(s).For Non-U.S. cities, the meal rates are published monthly by city. On travel days the meal allowance is 75% of the maximum. The rates can be found… link below is a breakdown of the Meals & Incidentals U.S. cities, the meal rates are published annually; there are only 6 tiers. On travel days the meal allowance is 75% of the maximum. The rates can be found… The six tiers are…LaundryUSB - SpecificFor trips longer than five (5) working days, laundry expenses up to $100 (one hundred dollars) can be submitted for reimbursement. An itemized receipt from vendor is required (receipt with the number of garments is sufficient).FAS (FMD, MAP, EMP, ATP) - SpecificLaundry expenses are included in the “Meals & Incidental” (M&IE) portion of the per diem rates established by the Department of State and the General Service Administration. Per Diem rates for travel days is 75% of the daily maximum. For example, the maximum daily Meals and Incidental rate for Bangkok, Thailand, is $100. This amount is broken down on the Department of State’s website as…$15 – Breakfast$25 – Lunch$40 – Dinner$20 – IncidentalsTherefore, if the travel period in Bangkok, Thailand, is a total of 7 days, the total allowed for all incidentals would be $130 ($20/day for non-travel days and $15/day for travel days). The $130 maximum would include all incidentals such as tips to porters, baggage carriers, hotel staff, etc. The daily allowances can be aggregated for the total travel period. Telephone/Internet/FaxAll telephone/internet/fax expenses require a receipt to be eligible for reimbursement regardless of cost. Acceptable receipts include hotel bills listing the phone call(s) separately and traveler’s cell phone bill highlighting those calls that are related to the expense voucher. Receipt must be noted whether the expense is program-related or personal.Program-related (business) costs are reimbursable, and there is no limit as long as the costs are justified and reasonable.During travel status, personal phone calls and internet use are allowable expenses within the allowance limits. FASThe limit is based on lodging nights. For domestic travel, the maximum is $5/lodging night and for international travel, the maximum is $15/lodging night. The daily allowances can be aggregated for the total travel period. USBOne personal call home daily, if reasonable, is allowed.The costs of renting or purchasing cellular phone equipment is not reimbursable with FAS funds. Meal Hosting/Sales & Trade Related Expenditures (STRE)STRE Definition: Includes hosting of meals or a reception with the intent to bring together foreign industry/ trade representatives, government officials, and/or opinion leaders, with representatives of the United States. There must be more foreign decision makers present than U.S. representation or the event is not considered a STRE Event. Please note that a USSEC Staff Member should not be counted as a U.S. representative when determining whether or not there are more foreign decision makers present. Requirements for Any Hosted Meal or Refreshment ExpenseAn itemized receipt, regardless of the amount.Attendees’ list that includes the name, title, and company of each attendee.Alcoholic beverages must be accompanied with food and on the same itemized receipt.Open Bars and/or free-flowing alcoholic expenses are not reimbursable. Representational Guideline LimitsThe American Embassy in each country determines the guidelines per person for hosted meals. Some American Embassies publish the limits in local currency; therefore, the exchange rate calculations must be considered.USB - SpecificThe published representational guidelines can be exceeded as long as the costs are reasonable. If there are any concerns on whether an expense is reasonable, please get prior approval per the DOA MATRIX.If the expense exceeds the guidelines by more than 25%, an approved memo of justification must be included with expense voucher.Meals events can be within the U.S. or outside the U.S.USB does not require foreign decision makers and/or foreign government officials to be in attendance.FAS - SpecificThe published representational guidelines cannot be exceeded unless FAS approval is obtained prior to the event. Meal hosting must occur in a foreign country with one exception. With prior approval from FAS, MAP funds can be used for a meal event in the U.S. FMD funds cannot be used for meal hosting in the U.S. under any circumstances.Attendees must include foreign representatives. The number of foreign guests should exceed the U.S. representatives. If the amount of foreign guests does not exceed the U.S. representation, a memo of justification must be included with the expense voucher. Meals that occur outside the U.S. that do not include foreign industry representatives are not reimbursable. Representatives from a U.S. company based overseas is not considered foreign industry Personally-Owned Vehicle (POV)If car travel is out of the general area of your location, a rental car is preferred to your personal vehicle. Amount is calculated according to the IRS rate effective during travel.Traveler must provide a map of their route through a web mapping service such as GoogleMaps. If electing to travel by car, total reimbursement for mileage, meals and lodging shall not exceed two (2) days’ for the length of the trip.The reimbursable mileage is the distance traveled for USSEC-related business, less the Normal Business Commute of the traveler.WorkdaysIf your distance traveled begins and ends at the office (your place of business), the total traveled distance from office to destination and back to office is allowedIf your distance traveled begins and/or ends at home, the allowed distance must be adjusted to deduct your standard commute distance.Non-WorkdaysMileage on Saturday or Sundays, or holidays, does not require an adjustment as no Normal Business Commute exists on those days. The allowed reimbursement is the total mileage traveled for USSEC-related business.Rental CarsTraveler should use the least expensive car for their needs.The rental car agreement should include automatic unlimited mileage. The traveler’s name and USSEC’s name should be listed on the agreement. Use the company address on the agreementWhenever possible, a corporate credit card should be used.Request a corporate rate from the agency.Miscellaneous Expenses – Included but not limited toNecessary charges for storage of baggage when such charges are the result of official business.Passport and/or visa feesCharges for inoculations that are necessary for travelForeign transaction fees charged for credit card transactions.Transaction fees must have documentation to support the cost.NON-TRAVEL RELATED EXPENSESGifts/Donations/SponsorshipsGift expenses of any kind are not reimbursable with USB, FMD, MAP, EMP or QSP even if they are customary in nature.Donations of any kind are not reimbursable with USB, FMD, MAP, EMP or QSP.Sponsorships that give specific recognition and benefit the promotion of U.S. Soy are reimbursable.A contract must be written for all sponsorships.The contract must provide specific deliverables that recognize and benefit the promotion of U.S. Soy.USB Sponsorships For sponsorships funding of an organization in an amount less than $5,000 (five thousand dollars) annually, the sponsorship funding must:Provide specific checkoff-related deliverablesBe provided with the stipulation that it not to be used to influence governmental action or violate the Soybean Promotion and Information Act and Order. The Act - The Order - sponsorship funding of an organization in an amount exceeding $5,000 (five thousand dollars) annually, the sponsorship funding must:Provide specific checkoff-related deliverables.Provide specific performance measurements related to the payment such as official recognition of USB in the publications related to the event. Ensure that the total USB sponsorship shall not account for more than 50% (fifty percent) of the overall costs for the event at which the sponsorship activity will take place. A statement describing the event and the benefit to the checkoff program shall accompany all sponsorship requests.USB dollars shall not be used in any manner to influence governmental action or policy by the sponsored organization.FAS SponsorshipsSponsorships should support an organized event with different levels of sponsorships such as Gold, Silver, and Bronze. The sponsorship contract should outline the benefits received by the U.S. Soy Industry for sponsoring the event. If USSEC sponsors an event by cost-sharing with other companies, final vendor receipts for the expenses must be obtained. The benefits received by the U.S. Soy Industry must be outlined. General ExpensesProfessionally Printed Material and Promotional ItemsAll professionally printed material and promotional items must include three logos. In some cases all logos may not be the same size; and if they are not, the USSEC logo should be the dominant logo. For specific detail, see the Communications section of the Procedures. USSEC – Dominant Logo USB – Attribution LogoASA-IM – Attribution LogoUSB Compliant – General Expenses - Included but not limited toAll costs must be reasonable, necessary for the completion of the approved project and sufficiently documented. Office rent, staff salaries, staff benefits, utilities, office supplies, bank fees, legal fees, postage, shipping, insurance cost, phone/internet, routine accounting and legal services.The purchase, lease, or repair of, or insurance premiums for, capital goods that have an expected useful life of at least 1 year, such as furniture, equipment, machinery, removable fixtures, draperies, blinds, floor coverings, computer hardware and software, and portable electronic communications devices.Items with an estimated useful life of more than one year and with a cost of $2,500 or more per item, the expenditures will be recorded as a requires an Asset Request Form and approved per USSEC’s DOA MATRIX. Memberships and subscriptions related to the industryProduction and placement of advertising in print or electronic media or on billboards or posters. Production and distribution of banners, recipe cards, table tents, and similar point of sale materials.Production demonstrations to the trade and to consumers, and distribution of product;Temporary displays and rental of space for temporary displays.Expenditures associated with seminars and educational training.Expenditures associated with retail, trade and consumer exhibits and shows including participation fees booth construction, transportation or related materials, rental of space and equipment, and duplication of related printed materials. Subscriptions that are of technical, economic, or marketing nature and that are relevant to the approved project.Demonstrators, interpreters, translators, receptionists and similar temporary workers who help with the implantation of individual promotional activities, such as trade shows, and trade seminars.Translation of written materials as necessary to carry out approved activities.Subcontractor fees for professional and consultant services up to the guidelines provided by USB that are in effect at the date the service and is in compliance with the Act & the Order. Fees for travel time are not reimbursable.Invoices for the consultants’ time must be submitted as agreed to in the executed contracts. Contracts shall be executed before any services are rendered.See Contract Section for more requirements.Market research, including research to determine the types of products that are desired in a market.FMD Compliant – General Expenses - Included but not limited to Production and placement of advertising in print or electronic media or on billboards or posters. Copy of advertising should be included with expense voucherProduction and distribution of banners, recipe cards, table tents, and similar point of sale materials.Printing and/or purchasing expenses business cards are NOT reimbursable. Food service promotions, product demonstrations to the trade, and the distribution of promotional samples. The cost of the sample is NOT reimbursable including product development, product modification, or product research. Temporary displays and rental of space for temporary displays.Fees for participation in retail and trade exhibits and shows, and booth construction and transportation of related materials to such exhibits and shows.Trade seminars, including space rental, equipment rental, and duplication of seminar materials.Production and distribution of publications.Part-time Contractors, such as interpreters, translators, and receptionists, to help with the implementation of promotional activities, such as trade shows, food service promotions, and trade seminars.Giveaways, awards, and other similar promotional materials, subject to the limitation that FAS will not reimburse more than $1.00 per item. The items must be described in detail with a “per unit cost” in an approved FMD activity. Compensation and allowances for housing, educational tuition, and cost of living adjustments paid to U.S. citizen employees or U.S. citizen contractors stationed overseas, subject to the limitation that FAS shall not reimburse that portion ofThe total of compensation and allowances that exceed 125 percent of the level of a GS-15, Step 10 salary for U.S. Government employee, andAllowances that exceed the rate authorized by the U.S. Embassy personnelForeign transfer, temporary lodging, and post hardship differential allowances for U.S. citizen employees.Approved salaries or compensation for non-U.S. citizens and non-U.S. contractors. Generally, FAS will not reimburse any portion of a non-U.S. citizen employee’s compensation that exceeds the compensation prescribed for the most comparable position in the Foreign Service National (FNS) salary plan applicable to the country in which the employee works. However, if the local FSN salary plan is inappropriate, a Cooperator may request a higher level of reimbursement for a non-U.S. citizen. Subcontractor fees for professional and consultant services up to the daily gross salary of a GS-15, Step 10 U.S. Government employees in effect on the date the fee is earned. Fees for travel time are not reimbursable.Invoices for the consultants’ time must be submitted as agreed to in the executed contracts. Contracts shall be executed before any services are rendered.See Contract Section for more requirements.Overseas office expenses including rent, utilities, communications originating overseas, office supplies, accident liability insurance premiums, and legal and accounting services.Office Parking Fees not included in office rent are NOT reimbursable; standalone- parking fees are NOT reimbursable. Purchase, lease, or repair of, or the insurance premiums for property that has an expected life of at least one year such as furniture, equipment, machinery, removable fixtures, floor coverings, and computer hardware and software for overseas offices.Office décor, such as draperies or blinds for overseas office.Premiums for health or accident insurance or other benefits for foreign national employees that the employer is required by law to pay.Accident liability insurance premiums for facilities used jointly with third-party participants for Cooperator program activities, or such insurance premiums for travel of non-Cooperator personnel. Market researchEvaluations, if not required by FAS to ensure compliance with program requirements.Legal fees to obtain advice on the host country’s labor laws;Employment agency fees;Purchase of trade and business periodicals containing material related to market development activities for use by overseas staff.Fees for storage of necessary program materials.MAP Compliant – General Expenses - Included but not limited toProduction and placement of advertising in print or electronic media or on billboards or posters. Production and distribution of banners, recipe cards, table tents, and similar point of sale materials (including business cards that target a foreign audience).In-store and food service promotion, production demonstrations to the trade and to consumers, and distribution of product samples (but not the purchase of product samples);Temporary displays and rental of space for temporary displays.Expenditures, other than travel expenditures, associated with seminars and educational training, whether conducted in the United States or outside the United States.Expenditures, other than travel expenditures, associated with retail, trade and consumer exhibits and shows, held OUTSIDE the United States including participation fees booth construction, transportation or related materials, rental of space and equipment, and duplication of related printed materials. In limited situations expenditures, other than travel expenditures, associated with retail, trade and consumer exhibits and shows, held INSIDE the United States including participation fees booth construction, transportation or related materials, rental of space and equipment, and duplication of related printed materials. For specifics, please check with the Chief Operating Officer.Subscriptions that are of technical, economic, or marketing nature and that are relevant to the approved activities.Demonstrators, interpreters, translators, receptionists and similar temporary workers who help with the implantation of individual promotional activities, such as trade shows, in-store promotions, food service promotions, and trade seminars.Giveaways, awards, and other similar promotional materials, subject to the limitation that FAS will not reimburse more than $2.00 per item. The items must be described in detail with a “per unit cost” in an approved MAP activity.Translation of written materials as necessary to carry out approved activities.Expenditures associated with developing, updating, and servicing Website on the Internet that clearly target a foreign pensation and allowances for housing, educational tuition, and cost of living adjustments paid to a U.S. citizen or a U.S. citizen contractor stationed overseasUp to a total compensation and allowances of 125 percent of the level of a GS-15 Step 10 salary for U.S. Government employees,Up to the rate authorized for U.S. Embassy personnelApproved Supergrade salaries for non-U.S. citizens and non-U.S. contractors stationed pensation of non-U.S. citizen staff employees or non-U.S. contractors stationed overseas subject to the following limitations.Where there is a local U.S. Embassy Foreign National (FSN) salary plan, will not reimburse any portion of such compensation that exceeds the compensation prescribed for the most comparable position in the FSN salary plan, except for approved supergrades, OrWhere an FSN salary plan does not exist, will not reimburse any portion of such compensation that exceeds locally prevailing levels, which USSEC must document by a salary survey or other means, except for approved supergrades. Accrued annual leave as of the time employment is terminated or as of such time as required by local law.Overtime paid to clerical staff of approved MAP-funded overseas offices.Subcontractor fees for professional and consultant services up to the daily gross salary of a GS-15, Step 10 U.S. Government employees in effect on the date the fee is earned. Fees for travel time are not reimbursable.Invoices for the consultants’ time must be submitted as agreed to in the executed contracts. Contracts shall be executed before any services are rendered.See Contract Section for more anizational costs for overseas offices approved in MAP program agreements. Such costs include incorporation fees, brokers’ fees, fees to attorneys, accountants, or investment counselors, whether or not employees of the organization incurred in connection with the establishment or reorganization of the overseas office, and rent (office parking fees that are NOT included in the office rent are NOT reimbursable), utilities, communications originating overseas, office supplies, accident liability insurance premiums and routine accounting and legal services required to maintain overseas office.The purchase, lease, or repair of, or insurance premiums for, capital goods that have an expected useful life of at least 1 year, such as furniture, equipment, machinery, removable fixtures, draperies, blinds, floor coverings, computer hardware and software, and portable electronic communications devices.Items with an estimated useful life of more than one year and with a cost of $1,500.00 or more per item, an Asset Request Form must be completed and approved per USSEC’s DOA MATRIX prior to the purchase. Such premiums for health or accident insurance and other benefits for foreign national employees that the employer is required by law to pay.Market research, including research to determine the types of products that are desired in a market.Legal fees to obtain advice on the host country’s labor laws.Employment agency feesNon-travel expenditures associated with conducting international staff conferences held either in or outside the United States.Expenditures related to copyright, trademark, or patent registration, including attorney fees.Rental or lease expenditures for storage space for program-related materials.Expenditures associated with developing, updating, and servicing Websites on the Internet that: Contain a message related to exporting or international trade, include a discernible “link” to the FAS/Washington homepage or an FAS overseas homepage; and have been specifically approved by FAS. Expenditures related to Websites or portions of the Websites that are accessible only to USSEC’s members are not reimbursable. Reimbursement claims for Websites that include any sort of “members only” sections must be prorated to exclude costs associated with those areas subject to restricted access:Expenditures not otherwise prohibited from reimbursement that are associated with activities held in the United States or abroad designed to improve market access by specifically addressing temporary, permanent, or impeding technical barriers to trade that prohibit or threaten U.S. exports of agricultural commodities.Membership fees in professional, industry-related organizations.QSP Compliant – General Expenses - Limited to:The purchase price of commodity samples to be used in projects where the samples are subjected to further processing or substantial transformationAll Shipping expenses for samples to be sent to the domestic port of export.All Bills of Lading for expenses incurred shipping to the receiving country’s port (or point of entry); Cannot include costs of transport after arrival at the point of entry.Note:Projects in which the commodity sample undergoes substantial transformation are limited to $75,000 in reimbursable expenses.Projects in which the commodity sample does not undergo substantial transformation are limited to $15,000 in reimbursable expenses.All projects must include a technical assistance component, but is not a reimbursable expense through the QSP program.ATP Compliant – General Expenses - Included but not limited toProduction and placement of advertising in print or electronic media or on billboards or posters. Copy of advertising should be included with expense voucherProduction and distribution of banners, recipe cards, table tents, and similar point of sale materials.Food service promotions, product demonstrations to the trade and to consumers, and the distribution of promotional samples. The cost of the sample is NOT reimbursable including product development, product modification, or product research. Direct mail advertisingTemporary displays and rental of space for temporary displays.Expenditures associated with seminars and educational training conducted both inside and outside the US.Fees for participation in retail and trade exhibits and shows, and booth construction and transportation of related materials to such exhibits and shows.Trade seminars, including space rental, equipment rental, and duplication of seminar materials.Part-time Contractors, such as interpreters, translators, and receptionists, to help with the implementation of promotional activities, such as trade shows, food service promotions, and trade seminars.Giveaways, awards, and other similar promotional materials, subject to the limitation that CCC will announce. The items must be described in detail with a “per unit cost” in an approved strategic plan. Subscriptions that are of technical, economic, or marketing nature and that are relevant to the approved activities.The design and production of packaging, labeling or origin identification, to be used during the program period in which the expenditure is made, if such packaging, labeling or origin identification is necessary to meet the importing requirements of a foreign country The design, production, and distribution of coupons for products other than the ATP Participant’s promoted products.Translation of written materials as necessary to carry out approved activities.Development, update, and servicing of websites that clearly target a foreign audience.Expenditures associated with developing, updating, and servicing Websites on the Internet that: Contain a message related to exporting or international trade, include a discernible “link” to the FAS/Washington homepage or an FAS overseas homepage; and have been specifically approved by FAS. Expenditures related to Websites or portions of the Websites that are accessible only to USSEC’s members are not reimbursable. Reimbursement claims for Websites that include any sort of “members only” sections must be prorated to exclude costs associated with those areas subject to restricted access .Subcontractor fees for professional and consultant services up to the daily gross salary of a GS-15, Step 10 U.S. Government employees in effect on the date the fee is earned.Market research, including research to determine the types of products that are desired in a market.Business cards that target a foreign audience.Legal fees incurred in resolving trade issues with foreign countries.The purchase price of samples and the domestic transportation cost to the port of export and to the first foreign port/point of entry. ................
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